References - Brisbane City Council | · Web viewQueensland Police Service – District Disaster Management Group (DDMG) Queensland Fire and Emergency Services (QFES) SES Queensland

Brisbane City Council

Local Disaster Management Plan

Chapter 5:Volunteer Coordination Sub-plan

2015

Brisbane City Council Local Disaster Management PlanChapter 5 – Volunteer Coordination Sub-plan 2015

The Volunteer Coordination Sub-plan is an operational plan of the Brisbane City Council Local Disaster Management Plan and has been endorsed by the Brisbane City Local Disaster Management Group (Brisbane LDMG).

References

Volunteer Coordination Sub-plan Reference List

References

A. The Queensland Disaster Management Act 2003, current approved edition

B. Queensland Local Disaster Management Guidelines September 2012

C. Australian Red Cross (2010) Managing Spontaneous Volunteers in Emergencies.

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Table of Contents

References..............................................................................................................................................i1.0 Introduction...............................................................................................................................1

1.1 Audience........................................................................................................................11.2 Approval.........................................................................................................................11.3 Custodian.......................................................................................................................11.4 Purpose..........................................................................................................................11.5 Activation........................................................................................................................11.6 Volunteer Coordination Stakeholders............................................................................21.7 Structure of the Plan......................................................................................................31.8 Definition of Volunteer Assistance.................................................................................31.9 Insurance of Volunteers.................................................................................................31.10 Management of Complaints...........................................................................................4

2.0 How To Use This Sub-Plan During Operations......................................................................52.1 Council’s Strategic Approach To Volunteering..............................................................52.2 Structures Supporting the Volunteer Coordination Sub-plan.........................................72.3 Volunteering Strategy....................................................................................................8

3.0 Spontaneous Volunteering......................................................................................................93.1 Purpose..........................................................................................................................93.2 Scope.............................................................................................................................93.3 Principles........................................................................................................................93.4 Rationale......................................................................................................................10

4.0 Mass Volunteering Event(s)...................................................................................................114.1 Purpose........................................................................................................................114.2 Initiation of Mass Volunteering.....................................................................................114.3 Event Management Approach.....................................................................................114.4 Plan Concept...............................................................................................................124.5 Roles and Responsibilities...........................................................................................124.6 Key Strategies and Actions..........................................................................................134.7 SOPs for Mass Volunteering Events............................................................................164.8 Acknowledgement of Mass Volunteers........................................................................16

5.0 Corporate Volunteering..........................................................................................................175.1 Purpose........................................................................................................................175.2 Scope...........................................................................................................................175.3 Plan Concept...............................................................................................................175.4 Acknowledgement of Corporate Volunteers................................................................17

6.0 Team Volunteering..................................................................................................................186.1 Purpose........................................................................................................................186.2 Scope...........................................................................................................................186.3 Plan Concept...............................................................................................................186.4 Acknowledgement of Team Volunteers.......................................................................19

Appendix 1 – Acronyms and Abbreviations...................................................................................20

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1.0 Introduction

The Volunteer Coordination Sub-plan is an operational level sub-plan that sits below the Emergency Human Services Sub-plan in the Brisbane City Council Local Disaster Management Plan, prepared under the terms of the Disaster Management Act 2003 (Queensland).

It is supported by SOPs that outline the procedures to be followed when the Volunteer Coordination Sub-plan is activated. These SOPS are internal documents for Council use only and are available from the Disaster Management Office.

This sub-plan is designed to be a guide for the management of volunteers by Brisbane City Council in a disaster event in Brisbane City.

The Brisbane City Community Recovery Coordination Committee (CRCC) is established by the Brisbane LDMG to oversee the recovery function of the Brisbane City Local Disaster Management Plan.

The CRCC reports to the Brisbane LDMG on the adequacy of the planning and operational arrangements for volunteers.

AudienceThis sub-plan has been prepared for Council, the Lord Mayor, Brisbane LDMG, Council Business Units and key external stakeholders.

ApprovalThis Sub-plan is approved by the Brisbane LDMG under the terms and provisions of the Act.

CustodianThe MDMO, on behalf of Council, is the custodian of this plan. The custodian has the responsibility for implementing, evaluating, testing, reviewing and updating this plan. The custodian is also to ensure proper quality, security, integrity, consistency, privacy, confidentiality and accessibility of the plan.

The Custodian’s contact details are:Title: Manager, Disaster Management Office Contact: (07) 3403 8888 GPO Box 1434, Brisbane Qld, 4001

PurposeThe purpose of the Volunteer Coordination Sub-plan is to ensure appropriate coordination of volunteers in the response, transition and recovery phases of a disaster event.

ActivationThis sub-plan will be activated by the Local Disaster Coordinator (LDC) where the nature of the disaster event will require deployment and management of volunteers.

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Volunteer Coordination StakeholdersThe volunteer coordination stakeholders consist of the following agencies:

Brisbane City Council – Disaster Management Office (DMO)

Brisbane City Council – Community Facilities and Venues

Brisbane City Council – Connected Communities

Brisbane City Council – Brisbane Transport

Brisbane City Council – Library Services

Brisbane City Council – Contact Centre

Brisbane City Council – Corporate Communications (Crisis Communications)

Brisbane City Council – City Projects

Brisbane City Council – Strategic Procurement

Brisbane City Council – Volunteer Champions and various branches

Australian Red Cross

Department of Communities, Child Safety and Disability Services (DCCSDS)

Uniting Care Community: Lifeline

Volunteering Queensland

Queensland Police Service – District Disaster Management Group (DDMG)

Queensland Fire and Emergency Services (QFES)

SES

Queensland Health

St John Ambulance

Surrounding local government authorities

Private sector and business organisations

Local disaster working groups

Brisbane community centres and neighbourhood centres

Major church organisations

Clubs such as Surf Life Saving clubs, Lions clubs etc.

Local schools

My Community Directory: https://www.mycommunitydirectory.com.au/

Roles and responsibilities of these stakeholders in relation to volunteers can be found in the Volunteer Coordination SOP.

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Structure of the PlanThe Volunteer Coordination Sub-plan has six parts which are supported by SOPs.

1. Introduction: Introduces the sub-plan, explains its use and covers some important issues associated with the Council approach to volunteers in disaster events.

2. Governance: Describes Council’s approach to volunteer coordination and governance arrangements including the Volunteer Coordination Team and Volunteering Strategy for a particular disaster event.

3. Spontaneous volunteering: Describes how Council will provide clear and consistent messages considering the national framework for the Managing Spontaneous Volunteers in Emergencies drafted by Australian Red Cross.

4. Mass volunteering event(s): Describes how Council will coordinate volunteering events where individuals offering to help with disaster responses will be directed to registration centres, then deployed to particular areas or tasks under the direction of a Worksite Coordinator.

5. Corporate volunteering: Describes how Council will coordinate ‘high value’ offers of assistance from well organised corporate, business and government organisations offering skilled staff and equipment, with their own management structure in place, safety induction and that are capable of operating with a high level of autonomy. These will be deployed to a particular area or task suited to their skills and equipment, and asked to commit to staying there until the job is finished (potentially several days or weeks).

6. Team volunteering: Describes how Council will coordinate offers of assistance from residents, community organisations and businesses offering to deploy groups of volunteers, with their own supervision structure in place and possibly their own light plant and equipment, capable of operating with a significant level of autonomy. These groups will be deployed to a particular area or task suited to their skills and equipment, and asked to work under the direction of a local coordinator or council officer. Team-based volunteering may also include offers of small plant and equipment that may be matched with unskilled or skilled labour volunteers.

Definition of volunteer assistanceVolunteers are a vital resource during the response and recovery phases of disasters. Council supports the use of volunteers (who are defined as those making unpaid offers of assistance to Council, e.g. residents, businesses, community and other government sectors).

The minimum age of volunteers is 14 years. Volunteers aged between 14 and 17 will have to be under the supervision of a parent or guardian who is aged 18 or over. Council reserves the right to ensure the activities are suited to volunteer’s age and abilities.

Insurance of volunteersVolunteers who are deployed by Council through any of the procedures outlined in this plan will be insured by Council. Corporate Risk Branch will be advised of the volunteer strategies adopted for each disaster event.

The community-led volunteering arrangements undertaken during the recovery phase will require insurance to be covered by the funded community organisation that has been engaged to act on behalf of Council.

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Information on Council insurance for volunteers can be found in the Volunteer Coordination SOP.

Management of complaintsDeployment of volunteers may result in complaints made by residents who have been impacted by the disaster event or residents and stakeholders who have participated in volunteering activities.

All complaints will be investigated and responded to through Council’s normal complaints procedure, and if established, reported to the Community Recovery Coordination Committee as required.

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2.0 How to use this sub-plan during operations

This Volunteer Coordination Sub-plan should be utilised to guide the deployment and management of volunteers in a disaster event and should be used in conjunction with the Volunteer Coordination SOP, which is an internal document available on BIMS Online.

This sub-plan has been developed as an operational guide with pre-determined strategies able to be adapted to the specific circumstances of the event.

Other relevant Plans and SOPs to be used in conjunction with this sub-plan: Brisbane City Council Local Disaster Management Plan; Emergency Human Services Sub-plan; Donations Sub-plan and SOP; and Community Support Sub-plan (Isolated Communities) and SOP.

Council’s strategic approach to volunteeringCouncil’s strategic approach to volunteering is modelled in the ‘Brisbane City Council Volunteer and Donations Management Process in a Disaster’ diagram.

Response phase (Up to 1 week) Communication messages to manage spontaneous volunteering; Corporate Volunteering Strategy to mobilise high value offers of assistance; Mass Volunteering Event(s) to direct spontaneous volunteering and public

offers of assistance; and Receipt, storage and distribution of donations useful in the response and

recovery efforts.

Transition phase (Weeks 1–4) Team-based volunteering directed through a process of matching offers of

labour, small scale plant and equipment with requests for assistance.

Recovery phase (4 weeks and beyond) Community-led recovery where Council works to build the capacity of

community-based organisations leading the recovery in affected communities: directing offers of help, community development activities and donations through these organisations.

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Structures Supporting the Volunteer Coordination Sub-planThe Volunteer Coordination Team is the part of Emergency Human Services Operational Team (EHSOT) tasked with managing and deploying volunteers during a disaster event.

EHSOT structure

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Emergency Human Services

Operational Team (EHSOT)

Community Recovery Coordination

Committee (CRCC)

Community Support Centres (Isolated Communities) Team

Donations Team

Volunteer Coordination Team

Evacuation Centre Support Team

SupportPlanning Intelligence

Incident Controller (IC)

Local Disaster Coordinator (LDC)

Brisbane Local Disaster Management

Group (LDMG)

Operations


The Volunteer Coordination Team will be led by an officer from Brisbane Lifestyle and will include staff from:

Community Facilities and Venues; Connected Communities; Customer Services; and Corporate Communications.

Officers from across Council will be called in if the Volunteering Strategy includes:

a. Mass Volunteering Event(s) Libraries Brisbane Transport Other branches in the Brisbane Lifestyle or City Planning and Sustainability

divisions

b. Corporate Volunteering City Projects

The procedure for activation of the Volunteer Coordination Team and roles within the team can be found in the Volunteer Coordination SOP.

Volunteering StrategyOn activation, the Volunteer Coordination Team will develop a Volunteering Strategy tailored to the size, scope and nature of the particular disaster event that is occurring, for approval by Brisbane LDMG.

The Strategy will be guided by the level of interest from the community – as indicated by the LDCC Intelligence Group as well as numbers contacting the Contact Centre and Volunteering Queensland.

Significant changes to the Volunteering Strategy over the course of the disaster will be approved by Brisbane LDMG.

A template Volunteering Strategy can be found in the Volunteer Coordination SOP.

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Spontaneous Volunteering

PurposeThe purpose of managing spontaneous volunteers is to have a coordinated and appropriately managed enhanced labour workforce to appropriately suit the response and recovery needs of an event.

ScopeTo provide consistency with external partner organisations, Council will use the framework for Managing Spontaneous Volunteers in Emergencies by the Australian Red Cross (2010). The framework recognises that:

‘Spontaneous volunteers’ are those who seek to contribute on impulse – people who offer assistance following a disaster and who are not previously affiliated with recognised volunteer agencies and may or may not have relevant training, skills or experience (Drabek and McEntire 2003)..

All spontaneous volunteers who contact Council will be directed to register their interest with Volunteering Queensland and to listen for further public announcements about volunteering opportunities.

PrinciplesThe Managing Spontaneous Volunteers in Emergencies framework is based on the following principles:

The people affected by any emergency are the first priority;

Spontaneous volunteering is valuable and aids community recovery;

Everybody has a right to offer their assistance and to feel that their offer has been valued;

Jurisdictions and agencies will take considered policy positions on whether they will use spontaneous volunteers; this framework is intended to support them with processes and tools regardless of whether they decide to use spontaneous volunteers;

Normal volunteer management processes apply in times of emergency;

Effective management recognises that processes need to be in place to ensure that agencies are not overwhelmed with offers of support;

Spontaneous volunteers are not always required and may not be encouraged in circumstances where existing resources are sufficient or the situation is unsafe for untrained people or only skilled labour is helpful;

Communication messages must commence at the point of impact or shortly after an emergency occurs, and be embedded in the emergency response communications arrangements;

Arrangements for managing spontaneous volunteers should be recognised in, and (where required) embedded within, existing emergency management plans or operating guidelines; and

The time when spontaneous volunteers are needed may not coincide with the time when offers are being made. Volunteers may be needed days, weeks or months later. Communication on this is critical at each decision point.

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RationaleThe success of the emergency response can depend on people understanding their roles and responsibilities, and the chain of command. Spontaneous volunteers often arrive without the necessary equipment to perform a role or to keep themselves and others safe; they can be a distraction to agencies involved in response and recovery efforts.

The credentials of spontaneous volunteers cannot be proven and they may lack the necessary training and experience to perform the roles to which they aspire. For these reasons they might not be used and this may leave them dissatisfied, disappointed and angry with disaster managers.

Communication released during a disaster event will inform the community on the role that spontaneous volunteers could play.

A communication strategy providing key messages for the effective management of spontaneous volunteers at different stages of a disaster can be found in the Volunteer Coordination SOP.

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3.0 Mass Volunteering Event(s)

PurposeThe purpose of mass volunteering events is to provide a channel for Brisbane residents and spontaneous volunteers who want to help out following an emergency to volunteer in a way that contains their impact on the affected area, directs their energy to the best use, and acknowledges their contribution.

Initiation of Mass VolunteeringMass volunteering will be included in the Volunteering Strategy and initiated by Brisbane LDMG when it is clear that the nature of the disaster and extent of the damage means that:

It is necessary to supplement the SES, Regional Incident Management Teams (RIMT) and other operational response teams already on the ground but only with skilled volunteers; and/or

There is a groundswell of community support for a mass volunteering effort; and/or

Largely unskilled volunteers can make a real difference; and

It is safe to deploy to the affected area.

Event Management ApproachMass volunteering will be undertaken through an event management approach that involves:

Identifying mass volunteering opportunities and designing events that suit the circumstances;

Identifying registration centres where volunteers can gather to be deployed;

Promoting the nature of the mass volunteering opportunity, and providing times and locations of registration centres;

Organising staffing for registration centres;

Preparing registration centres;

Registering, inducting and deploying volunteers and issuing them an identifying wristband;

Transporting volunteers to and from the work sites in the impacted area;

Organising volunteers into teams with a team leader (identified by a vinyl sticker attached to their shirtfront) responsible for liaison between the volunteers and any home owner whose property they enter;

Tasking volunteers at worksites;

Coordinating work and equipment across worksites;

Deploying plant and equipment to worksites;

Working with Queensland Police Service to ensure the security of residents’ dwellings and possessions during volunteer clean-up activities;

Looking after returning volunteers;

Providing health and safety instructions and information;

Providing minimum personal protective equipment, basic amenities, food and water;

Providing access to first aid; and

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Providing health services relevant to the task e.g. immunisation against communicable diseases.

A template Mass Volunteering Event Plan can be found in Volunteer Coordination SOP.

Plan ConceptOnce a Mass Volunteer Event has been endorsed by Brisbane LDMG as part of the Volunteering Strategy, the Volunteer Coordination Team will lead the planning and implementation of the event.

Mass volunteering events will be a partnership between Community Facilities and Venues, Connected Communities, Brisbane Transport, Library Services, Corporate Communications and City Projects under the direction of EHSOT.

The core team planning mass volunteering events will include representatives from: Community Facilities and Venues; Connected Communities; Brisbane Transport; Library Services; Corporate Communications; Branches responsible for volunteer liaison at work sites; St John Ambulance (when required); and Queensland Police Service (when required).

Planning for a Mass Volunteer Event will involve representatives of LDCC Intelligence (when required); LDCC Operations (when required); LDCC Support – Logistics (when required); LDCC Planning (when and if required); Corporate Volunteering Team (when and if required); and RIMT (when and if required).

These representatives will inform the planning with information about appropriate worksites and tasks for volunteer deployment in the impacted areas.

Roles and ResponsibilitiesThe roles and responsibilities of these partners in a Mass Volunteering Event are specified below.

Brisbane Lifestyle will lead the Volunteer Coordination Team responsible for overseeing the volunteer event including site selection, negotiating with the site owner, organising logistics and preparing the registration centre/s for the volunteering event.

Library Services will provide staffing for registration centre/s (including Registration Centre Coordinators). On the day they will register, induct and deploy volunteers, and debrief and thank returning volunteers.

Brisbane Transport will provide buses, routes and schedules, marshals, radio communications, and security (if needed) to transport volunteers from the registration centre to the worksite, and back again. These will be organised by bus marshalling staff.

Corporate Communications will be responsible for providing all communications and volunteer fact sheets for the event.

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LDCC Operations will be responsible for identifying worksites, specifying work tasks and forming an overview of what is required from volunteers in the impacted area to inform briefings and volunteer fact sheets.

RIMT will be responsible for providing staff at worksites in the impacted area to direct volunteer efforts and deploying plant and equipment to give capacity to move damaged plants, goods and materials.

Strategic Procurement will be responsible for procuring minimum personal protective equipment, basic amenities such as water and any health and safety requirements.

Council Chairmen and Local Councillors may be given the opportunity to mobilise local groups to support the events (in particular service clubs to provide food and refreshment) and be at the registration centres to welcome and thank the volunteers, to liaise with local community groups who want to contribute in different ways, and to liaise with media.

Roles and duty statements within the Volunteer Coordination Team can be found in Volunteer Coordination SOP.

Key Strategies and Actions

Strategy Actions Responsibility

Preparation and Planning

Assemble and brief mass volunteer event team Seek direction from Brisbane LDMG and LDCC

Incident Controller to identify appropriate response to size and scale of disaster event

Identify site/s for registration centre/s Select sites and book venues Devise event plan Prepare supporting materials, incl:

o event contact lists;o communication protocols;o volunteer task lists; ando volunteer communications.

Plan bump in and bump out process Identify trouble-shooting team for event days Develop plan and source equipment for in-the-

field communications to support coordination between bus deployment team, registration centre, core event team in Brisbane Square, and worksites in impacted areas

Schedule debriefings Liaise with Councillor Liaison Cell in LDCC

about role and involvement


Liaison with Brisbane LDMG representative(Chairman or Divisional Manager)

Communication and Media

Prepare Lord Mayor announcement on the event and registration centre locations

Prepare Community Service Announcements (CSAs) and media associated with the event

Prepare Fact Sheets on volunteering, minimum safety requirements, registration forms and other associated documents

Prepare property owner fact sheet Clarify role of Councillors for media liaison Post-event – organise thank you to all

volunteers (initial SMS, followed by Lord


LDCC Crisis Communications

Lord Mayor’s Office (LMO)

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Mayor’s letter)

Registration Centre Management

Liaise with venue contacts Coordinate Council staff and outline roles,

responsibilities and briefings prior to event Prepare briefing documents to assist staff

working at registration centre and being deployed to worksites in the field

Develop and manage volunteer registration process

Participate in event debrief, problem solving and planning for future events

Report on event outcomes Liaise with Queensland Police Service and St

John Ambulance to organise staff availability, and identify appropriate location at registration centre and worksites

Assist with worksite intelligence on the day to facilitate appropriate deployment

Intelligence to inform volunteer deployment

Volunteer Coordination Team- Library Services- Connected Communities

Briefing volunteers

Provide briefing for volunteers, covering:o Tasking for the session;o Transport and deployment arrangements;o Workplace Health and Safety;o Contact number if separated; ando Instructions for entering into private

property. Organise volunteers deployed in residential

areas into teams of 5-6, with each team to identify a Volunteer Liaison person who will liaise between the property owner and the volunteers

Distribute Volunteer Fact Sheets and wrist bands

Provide the Volunteer Liaison person with:o a vinyl ‘Volunteer Liaison’ sticker to be

worn on their shirtfront;o enough Property Owner Fact Sheets for

the session; ando briefing on following the guidelines in the

Fact Sheet and how to present to the property owner.

Volunteer Coordination Team- Library Services- Connected Communities

Transport & Traffic Management

Appoint coordination team to manage event Plan bus deployment and routes Identify bus pick-up and set-down areas at

registration centres and worksites Organise staffing for registration centres Allocate bus queue marshals to get people on

and off buses Manage bus deployment and trouble-shooting

during event Ensure all volunteers are returned to registration

Volunteer Coordination Team- Brisbane Transport

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centres following shifts (trouble shooting roles key)

Liaise with Queensland Police Service for traffic control at registration centres

Liaise with Queensland Police Service (and potentially army if involved) for access and traffic control in impacted areas

Trouble shooting and debriefing

Identify personnel at Brisbane Square, registration centres, Brisbane Transport and worksites for trouble shooting roles

Organise debriefing sessions


Logistics and provision of basic amenities

Procure basic amenities including:o Toilet facilities (if necessary at work

sites);o Personal Protective Equipment (PPE);o Water;o Hand sanitiser;o Insect repellent; ando Muesli bars.

Deliver PPE and amenities to registration centres and worksites

Provide fuel tanker (if required) for tip trucks

Strategic Procurement

Reporting Report on outcomes and issues Prepare reports for LDCC Assist media staff with information


Risk Management

Investigate risk and insurance issues and, if necessary, seek advice from Brisbane City Legal Practice (BCLP)

Brief staff of volunteer insurance coverage Prepare and distribute Workplace Health and

Safety fact sheets Organise St John Ambulance deployment to

provide first aid at registration centres and worksites

Liaise with Queensland Police Service to provide presence at registration centre and worksites, as appropriate

Report on deployment of volunteers to Corporate Risk


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SOPs for Mass Volunteering EventsThe following guides, templates and pro forma are all available in the Volunteer Coordination SOP, which can be found on BIMS Online or through the Disaster Management Office.

1. A guide to identifying appropriate registration centres2. An example Registration Centre Site Plan3. An example Community Service Announcement (CSA)4. The Volunteering Fact Sheet, which includes instructions for volunteers entering

residents’ properties5. The Fact Sheet for residents6. Instructions for induction of volunteers7. Briefing for worksite coordinator8. An example Mass Volunteer Event Contact List9. A pro forma for registration of volunteers

Acknowledgement of Mass VolunteersConnected Communities Branch and Contact Centre will build a database of contact details for people who register as mass volunteers, and provide these to the Lord Mayor’s Office for an SMS, letter or other acknowledgement thanking them for their contribution.

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4.0 Corporate Volunteering

PurposeThe purpose of utilising corporate volunteering is to have an efficient way of rapidly utilising coordinated and self-managed volunteers with specific skill sets.

ScopeCorporate volunteering refers to the negotiation and deployment of ‘high value’ offers of assistance from well-organised corporate, business and government organisations offering skilled staff and equipment, with their own management structure in place, capable of operating with a high level of autonomy.

Plan ConceptCity Projects will coordinate ‘high value’ offers of assistance.

These will be deployed to a particular area or task suited to their skills and equipment, and asked to commit to staying there until the job is finished (potentially several days or weeks).

City Projects will negotiate Memorandum of Understanding (MOUs) with organisations specifying arrangements for corporate volunteering in disaster. Some of these may be negotiated as standing MOUs prior to disaster events.

Acknowledgement of Corporate VolunteersCity Projects will build a database of contact details for corporate volunteers, and provide these to the Lord Mayor’s Office for a letter or other acknowledgement thanking them for their contribution.

A pro forma for registration of volunteers can be found in the Volunteer Coordination SOP.

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5.0 Team Volunteering

PurposeThe purpose of Team Volunteering is to respond appropriately to offers of assistance from residents, community groups and businesses offering to deploy teams of volunteers.

ScopeTeam volunteering refers to the coordination of offers of assistance from community groups and businesses offering to deploy teams of volunteers, with their own supervision structure in place and their own light plant and equipment, capable of operating with a significant level of autonomy.

Depending on the nature of the disaster, team volunteering is more likely to be activated in transition and recovery phases.

Plan Concept Brisbane Lifestyle will coordinate offers of assistance from community groups and organisations offering to deploy groups of volunteers.

The Contact Centre will register volunteer teams, offers of assistance and requests for assistance by volunteers using Survey Gizmo forms, and provide those details to the Team Volunteering Coordinator as Excel spread sheets for matching and deployment.

Teams of greater than 10 volunteers with an identified team leader will be able to register through Volunteering Queensland (VQ) or Council’s Contact Centre (depending on the capacity of VQ). Data will be captured on the availability, capabilities and equipment of the teams. Volunteers with small plant and equipment will also be registered and matched with teams of skilled and unskilled labour volunteers.

These groups will be deployed to a particular area and task suited to their experience, skills and equipment, and asked to work under the direction of a local coordinator or Council officer.

The areas and tasks that they will be deployed to do will be identified through LDCC Operations. Usually it will be areas or tasks that RIMT, Field Services, SES and other responses (e.g. Army, Corporate Volunteering) are not getting to because of higher priorities.

Community Service Announcements will be prepared that aim to manage expectations of residents.

Team Volunteering Liaison Officers will match offers with requests, record these details in a spread sheet, and monitor completion of jobs.

Team Volunteering spread sheets used to record requests for assistance, volunteer teams and matching and deployment can be found in the Volunteer Coordination SOP.

Ward Councillors, Ward Disaster Groups and Council’s Vollielink champions will assist in coordinating the deployment of teams, intelligence on work tasks, etc.

The same procedures that are adopted during Mass Volunteer events will be utilised for team-based volunteering.

The Volunteer Coordination Team will ensure volunteers are briefed, complete registrations, receive wristbands and are met and managed by an onsite officer from RIMT or City

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Projects. They will debrief volunteer groups by speaking with the group leader at the end of the deployment, and negotiate further deployment as appropriate.

The Volunteer Coordination Team will report on Team Volunteering.

Team Volunteering Matching Process

Acknowledgement of Team VolunteersConnected Communities Branch will build a database of contact details for people who register as team volunteers, and provide these to the Lord Mayor’s Office for a letter or other acknowledgement thanking them for their contribution.

A pro forma for registration of volunteers can be found in the Volunteer Coordination SOP.

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Appendix 1 – Acronyms and Abbreviations

Brisbane LDMG Brisbane City Local Disaster Management Group

BCLP Brisbane City Legal Practice

BIMS Brisbane Incident Management System

Council Brisbane City Council

CRCC Community Recovery Coordination Committee

CSA Community Service Announcement

DCCSDS Department of Communities, Child Safety and Disability Services

DDMG District Disaster Management Group

DMO Disaster Management Office

EHSOT Emergency Human Services Operational Team

EOI Expression of Interest

FTE Full time Employee

LDC Local Disaster Coordinator

LDCC Local Disaster Coordination Centre

LDMG Brisbane City Local Disaster Management Group

LM Lord Mayor

LMO Lord Mayor’s Office

MDMO Manager, Disaster Management Office

MOU Memorandum of Understanding

MPO Major Projects Office

PPE Personal Protective Equipment

QFES Queensland Fire and Emergency Services

RIMT Regional Incident Management Team

SES State Emergency Service

SMS Short Message Service

SOP Standard Operating Procedure

VQ Volunteering Queensland

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Documents

References - Brisbane City Council | · Web viewQueensland Police Service – District Disaster Management Group (DDMG) Queensland Fire and Emergency Services (QFES) SES Queensland